Executive Assistant

Founded in 1989, the Asian American Federation (AAF) is one of the strongest leadership voices advocating for better policies, services, and funding that lead to more justice and opportunity for Asian immigrants, one of the most historically under-resourced communities in New York City. As an umbrella leadership organization, we represent 70 community-based organizations serving 1.5 million Asian New Yorkers, the fastest-growing population in the city.

Overview:

Reporting to the Chief Operating Officer (COO), the Executive Assistant will be responsible for providing high-level administrative, operational, and coordination support to the Executive Team, which consists of the CEO and COO. The Executive Assistant ensures the Executive Team can work efficiently, stay organized, and focus on mission-critical priorities. The Executive Assistant serves as a key liaison to internal and external stakeholders, handles sensitive information with discretion, and thrives in a fast-paced, mission-driven environment. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Major responsibilities will include:

Administrative Support

• Manage complex calendars for the CEO and COO, including scheduling meetings, appointments, conference calls, and travel
• Prepare executives for internal and external meetings by assembling briefing materials, reports, research, and relevant documents
• Draft and send emails on behalf of the CEO and COO to external partners, funders, board members, and collaborators
• Take detailed notes during team meetings and distribute post meeting summaries with clear action items
• Maintain organized digital files and records related to executive communications and meetings
• Maintain accurate CRM and donor database records including meeting notes, follow ups, and relationship history
• Process expense reports, reimbursements, invoices, and organizational forms
• Act as a point of contact between the Executive Director and the Board of Directors, supporting all communications, including scheduling all board and committee meetings, preparing memos, and creating board meeting packets
• Manage expense reports for the Executive Director’s expenses and other executive office expenses as needed

Project Management and Coordination

• Track action items and follow ups across leadership and cross functional meetings
• Coordinate with internal teams to ensure deliverables requested by executives are completed on time
• Assist with assembling PR materials, quotes, talking points, and background information for media and elected official offices
• Support coordination of donor stewardship activities, including thank-you letters, event logistics, and outreach campaigns
• Manage small projects and special requests on behalf of the CEO and COO, including timelines and task tracking
• Identify recurring operational friction points and suggest basic process improvements
• Coordinate internal meeting logistics including room scheduling, food, materials, and onsite needs in partnership with operations and the culture team

Qualifications:

• Bachelor’s degree or equivalent work experience
• 3 to 5 years of experience supporting senior leaders in an administrative or coordination role
• Experience interacting with a Board of Directors a plus;
• Strong interpersonal skills, with the ability to work with a diverse group of people;
• Ability to work effectively under pressure;
• Excellent written and verbal communication skills, with exceptional attention to detail;
• Exceptional organizational skills, with demonstrated ability to manage concurrent multiple assignments, meet tight deadlines, and prioritize accordingly;
• Ability to work both independently and collaboratively;
• Ability to take initiative and “manage up” to move tasks forward, as well as anticipate the needs of others;
• Uphold a high level of confidentiality and handle sensitive information with discretion;
• High level of professionalism, discretion, diplomacy and emotional intelligence;
• Proficient in Microsoft Office Suite, G Suite, and Zoom;
• Demonstrated commitment to Asian American communities and AAF’s mission.

Comprehensive benefits package includes generous paid time off, health, dental, vision, life, and disability insurance, as well as a 403(b) plan.